Intranets on Microsoft SharePoint

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Table of Content
Enterprise intranets .................................................................................. 03

Typical needs
Typical stakeholder.

Key selection criteria for intranet platform ...................................... 09

Why SharePoint is a good t ................................................................. 12

SharePoint di erentiators ...................................................................... 16

Examples of SharePoint intranet capabilities ................................. 24

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Enterprise Intranets

Enterprise Intranets – Typical Needs

Business needs across various departments for
Collaboration, content authoring.
Document Management, forms creation & work ow based approval.
Shared calendars, Inter-department events.
Integration with existing systems.

No way to collaborate across departments (lack of collaboration workspace hinders
stakeholder participation).

Poorly implemented forms based applications implemented across departments, in
disparate technologies.

Silos of unstructured content & data stored on local machines/destinations without
linkages that needs to be integrated & assimilated on one platform.

Business Process Management for functional aspects of every team/department to drive
automation & collaboration, e.g. HR interfaces with Accounts, Administration, IT, Payroll,
etc.

Large number of o ine process, documents & data that can be digitized & leveraged
through a common platform to save costs & time while driving e ciency & productivity.

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Enterprise Intranets

Enterprise Intranets – Teams Involved

Intranets have adequate participation across di erent business units/teams/departments

Intranet utility discussions centered around
Business needs and drivers
User interactions with the system
Pain points/breakdowns in collaboration, work ow & document management
Opportunities for new implementation of Intranets or improvements in existing
Intranets

Intranet stakeholders in organizations include

HR
Administration
Accounts
Payroll
Marketing
Sales
IT
Projects/Operations

India: +91-11-26384306-07

Enterprise intranets

Typical Intranet Pain Points/Needs/Gaps

The need for intranets and/or pain points around existing enterprise intranets has
signi cant impact on various business units as shown below:

Feature Gap HR Operations Administration Finance

Lack of collaboration amongst teams
and between departments

Lack of form automation

Lack of form creation and self service
by various departments

Lack of centralized document
management within a searchable
Lack of access control list (role based)
intranet segment

Relative Impact on E ciencies/E ectiveness

LOW MED HIGH

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The need for intranets and/or pain points around existing enterprise intranets has
signi cant impact on various business units as shown below:

Feature Gap HR Operations Administration Finance

Lack of centralized source repository
for information – enterprise search

Use of corporate email to ll in
collaboration, work ow automation
and document management needs

Lack of personalization for
departments/users


Lack of control/access with
departments to maintain their own
content/forms


LOW MED HIGH

India: +91-11-26384306-07



Based on business needs and Intranet best practices, we have identi ed the following
opportunities for HR teams. The table below illustrates the positive impact on business
because of these recommendations:

Opportunities Positive Impact on business

Implementation of Content life cycle management and
publishing

More level of gatekeepers can be devised at di erent
level

Content can be clearly segregated, speci cally for News/
Announcements and other noti cation material

Targeted personalization can be achieved driven by user
agreed setting control list (role based)
Lack of access or mandated by admin

Simple search and keyword search can be provided for
all document

Provide Ad-libbing of layout and design of the complete
Intranet

Meta-Tags, RSS, Feedback forms and services can be
implemented in the new system

Smart-forms can be implemented for job postings


LOW MED HIGH

India: +91-11-26384306-07



Based on business needs and Intranet best practices, we have identi ed the following
opportunities for the Operations/Projects group. The table below illustrates the positive
impact on business because of these recommendations:

Opportunities Positive Impact on business

Can Supplement ‘Clarity’ in existing Intranet technology
platform for:
Timekeeping management
Project Management
Portfolio Management
Saving project plans online
Risk Analysis (overlapping of assets)
Can provide e ective collaboration of MS o ce between
teams already using any Intranet/portal technology
platform

WIKI like functionality can be employed to allow
ordained categorization of(role based)
Lack of access control list uses and information.

Search for all documents and WIKIs can be implemented

Tracking can be done for approvals with versioning

Provide an ability to each group to check the status of
Change requests


LOW MED HIGH

India: +91-11-26384306-07

Key Selection Criteria For Internet Technology Platform

The technology platform should be evaluated based on the following criteria:

Collaboration Capabilities

Document Management Capabilities

Automation Engine

Content Migration E ort

Costs:
Licensing costs for the product
Development
Training
Content Migration
Content Creation
Hosting
Other related software

Overall Product Strategy and Roadmap

Technology Identi cation

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SharePoint – Brief Introduction

SharePoint is a leading collaboration and ECM (Enterprise Content Management)
platform from Microsoft. It is the go-to technology platform for Intranet solutions for
enterprises the world over!

Tasks List

Surveys
Discussion
Boards

Collaborate
Document
Work Space
Event Lists

Meeting
Workspace
Announcements

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What Is The Market Saying About SharePoint?

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Why SharePoint is a good t?

Why Is SharePoint A Strong Fit For Intranets?
The technology platform should be evaluated based on the following criteria:

Business Needs Across Various Departments For
Collaboration, Content authoring
Document Management, Forms creation & Work ow based approval
Shared calendars, Inter-department events
Integration with existing systems

Long Term Fit
Microsoft has identi ed SharePoint as its hottest technology based on customer
adoption & continues to invest in improving SharePoint with best-of-breed
features Integration with existing systems

Time To Market
The platform supports extensive con gurable modules out-of-the box facilitating
end user needs easily, cost e ectively and within reasonable amount of time

Technical Fit
Scalability, exibility & extensibility
Thin client based solution
Microsoft’s support for SharePoint and the large user base allows for long term
sustainability of the technology.
SharePoint's open architecture and interoperability with other isolated and legacy
systems allows for easy integration and enhancements

India: +91-11-26384306-07



SharePoint readily supports the main feature set required by typical enterprise intranets.
The graph below depicts the level of maturity of these features in the MOSS ‘07 version:

Features SharePoint
Collaboration Features

Collaboration Features

Employee Directories

Interactive Forums

Personalization and Customization

News Updates

Job postings

Training Programs

Report Generation

Advanced Search

Document Management

Note: The shape of the Harvey ball de nes the level of maturity a speci c SharePoint
feature.

India: +91-11-26384306-07



Microsoft SharePoint will be an ideal t for most enterprise intranets because

Microsoft SharePoint is one of the most preferred intranet systems used by
organizations theworld over. It has advanced collaboration and ECM features that
organizations can bene t from right out of the box!
Highly scalable solution that can be customized easily
Provides a signi cant head-start and savings over initiatives and technology
platforms where e ort has to start from scratch
Out-of-box feature of initiating, tracking and reporting common business activities
provides an extra bene t to the users
E ectively manages and repurpose content to gain increased business value
It’s MICROSOFT – the anytime and every time support framework is well de ned

SharePoint is the fastest-growing product in the history of Microsoft

Over 100 million licenses of SharePoint have been sold worldwide

SharePoint has been adopted by over 17,000 companies worldwide

In 2008 alone, sales of SharePoint surpassed 1 billion USD!

India: +91-11-26384306-07



Quick Reference Pro Tips

Team and project management content targeted at multiple audiences and content
in same location.
Announcements, alerts, custom lists, work ow, forms, calendars, workspaces to
name but a few.
Ease of use for developers & site owners.

Simple, familiar, and consistent user experience.

Microsoft O ce integration.

Document management bias.

Audience and authentication based on active directory single sign on & groups.

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SharePoint di erentiators

How SharePoint Addresses Main Intranet Features

You can use search on a SharePoint site to help you nd information, les, web sites, and
people

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Content Management

Create, manage and control content
Use work ows to manage content lifecycle
User templates to publish contents
Document Management
Store and organize document by types, department
Document versioning
Search and Index documents
Create document rules (watermarks, header)
Enforce document security and access control

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Portals

Access people document and business applications
Personalize portal site by group/department

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Collaboration
Create Team Sites and workspaces , this allows a project team to create/assign tasks, edit
document

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BI Integration

O ce Server 2007 allows to extract data using BDC from variety of data sources
Various tools to analyze and decision making
Integrates with tools like Cognos etc

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Business Processes

Work ows and tasks can be customized to enable business process
Can extend by using customized applications and linear and non linear work ows

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SharePoint Capabilities For Intranets
Unlimited number of sites and workspaces
Document Management and collaboration
Task Management and calendar feature
Ability to assemble quick surveys or questions
Work ow to manage and stream line processes
Digital dash-boards
Granular security implementation
Record Management
Windows Information rights management
User authentication and single sign-on
Outlook integration
Export data to familiar excel environment
Easy content creation and management
Highly scalable and works in a farm environment
People and content Search (optimizeable)

India: +91-11-26384306-07


SharePoint Bene ts For Intranets
Improve team productivity with easy-to-use collaborative tools
Easily manage documents and help ensure integrity of content
Get users up to speed quickly
Deploy solutions tailored to your business processes
Build a collaboration environment quickly and easily
Reduce the complexity of securing business information
Provide sophisticated controls for securing company resources
Take le sharing to a new level with robust storage capabilities
Easily scale your collaboration solution to meet business needs
Provide a cost-e ective foundation for building web-based applications

India: +91-11-26384306-07

Examples of SharePoint Features For Intranets

Discussion boards provide a forum for conversing about topics that interest your team

Create a new Discussion

Post a Fresh Discussion

Connect the Discussion
with Outlook

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Surveys provide a way of polling team members

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Meeting workspace site is a web site for centralizing all the information and materials for
one or more meetings

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Why MOSS ’07 or ‘10 Is The Ideal Intranet Solution
Below is a list of elements which are available with MOSS ’07 or ‘10 :

Business document work ow support
E-Mail content as records
Site templates
Slide libraries

Business Process Forms
Browser-based forms
Centralized forms management and control
“Design Once” development model
Form import wizard
Compatibility checker

Noti cation service
Excel service
My site

Search
Enterprise content sources
Relevance
Administration and management
Indexing controls
People search
Business data search

India: +91-11-26384306-07


Why MOSS ’07 Is The Solution?

Integrated business intelligence dashboards
Calendar
Social networking web part
Document collaboration
Colleagues and memberships web parts
Business Intelligence for (O ce SharePoint Server 2007 Enterprise CAL or for
internet site)
Integrated, exible spreadsheet publishing
Web-based Business Intelligence using excel services
Business data catalog
Report center
Key performance indicators
Filter web parts

India: +91-11-26384306-07

Intranets on Microsoft SharePoint

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